Company Secretary Administrator at ADvTECH

Overall Purpose of the Job (Please provide a summary of why the job was created and what the main responsibilities are

To administer the company secretarial activities, specifically but not limited to CIPC work, of the Group Company Secretariat/ Legal department to ensure compliance with the relevant statutory requirements and maintain accurate, timeous and secure corporate documents and records. Provides general administrative support to the Group Company Secretary. Assists with meeting / travel arrangements.

 CIPC  Administration

• Attends to the Group’s information provision compliance requirements of the CIPC using the portal
• Prepares and submits Annual returns as required and files for safekeeping
• Keeps Beneficial Ownership/ Interest Registers up to date
• Records all registrations and/or director/ auditor/ committee membership changes and ensures these are updated timeously

Documentation & Record Keeping

• Prepares and circulates Directors annual disclosures (Directors conflict of interest declarations / independency declarations) and follows up to obtain properly completed documents for safekeeping
• Distributes meeting documents, resolutions and other relevant communications via Diligent Boards / Boardpac
• Distributes resolutions of subsidiary companies of the group for signature and follows up on receipt of documents
• Files and maintains statutory records (Minutes / Resolutions etc.) timeously and securely and ensures their accessibility when required
• Collates documents and retains records in compliance with FICA and KYC in respect of the group of companies

Office Support

• Arranges travel / car rental / accommodation for the Company Secretarial and Group Legal department as necessary and in accordance with company policy and procedures
• Obtains sign-off of invoices and submits for payment via D365 for Group Legal and Company Secretariat department
• Deals with post and liaises with couriers both incoming and outgoing
• Makes the necessary arrangements for meetings: books board rooms, catering and equipment
• Handles correspondence and regulatory filing with appropriate authorities
• Provides administrative support to the Group Company Secretary as required

Education

• Matric/ Grade 12
• Studying toward a Company Secretarial diploma or similar tertiary qualification
• Administers the systems that ensure the company complies with all applicable codes and regulations. Initiates technological support/ assistance in the event of problems being encountered
• Assists with any administrative matters and/or problems pertaining to corporate governance/ compliance